What are the responsibilities and job description for the Fleet Safety Administrator position at Mesa Systems Inc?
About Mesa:
Since its formation in 1981, Mesa has been there to help with any move whether its local, coast to coast, or international. Mesa was built on the principles of Pride, Respect, and Trust. Pride in our work, Respect for our customers, and Trust in each other to provide the highest level of service possible every time.
Location: Designated Mesa Office or Remote.
Position Summary:
The Fleet Safety Administrator provides administrative and compliance support for the companys fleet operations and safety programs. This role is responsible for maintaining driver and equipment records, supporting regulatory compliance, tracking fleet maintenance and inspections, and assisting with incident reporting and claims documentation. The position ensures accurate recordkeeping and supports the Fleet and Safety Department in maintaining operational efficiency and regulatory compliance.
Key Responsibilities:
Fleet Administration
Maintain and update fleet management systems with accurate equipment records, including unit numbers, VINs, registrations, titles, and license information.
Track and monitor preventive maintenance schedules, inspections, and service records for company vehicles and equipment.
Coordinate documentation for vehicle registrations, permits, and licensing to ensure compliance with state and federal requirements.
Maintain records for equipment status including active, out-of-service (OOS), and storage units.
Assist with tracking fleet operating costs, repair invoices, and maintenance history.
Safety & Compliance
Maintain Driver Qualification (DQ) files in accordance with DOT and company compliance standards.
Track and update required driver documentation including CDLs, medical certificates, motor vehicle records (MVRs), and background checks.
Maintain records for forklift certifications, driver training, and safety training programs.
Assist with preparation and documentation for safety audits, regulatory inspections, and compliance reviews.
Maintain safety documentation and training sign-in records.
Incident & Claims Administration
Assist with incident and accident reporting documentation.
Maintain organized records of claims, accident reports, and supporting documentation.
Track claim status and assist in compiling information for internal reporting and claim reviews.
Administrative Support
Maintain department spreadsheets and reports related to fleet operations, maintenance, and safety compliance.
Assist with internal communication related to fleet and safety programs.
Coordinate documentation and information requests from branch managers and operations staff.
Provide administrative support to the Director of Fleet & Safety as needed.
Qualifications:
High school diploma or equivalent required; Associate degree in business administration, transportation, or related field preferred.
24 years of administrative experience in fleet operations, transportation, logistics, safety, or compliance preferred.
Experience working with fleet management systems or transportation compliance records is strongly preferred.
Basic understanding of DOT compliance, driver qualification files, and fleet maintenance tracking preferred.
Skills & Competencies:
Strong organizational and recordkeeping skills with attention to detail.
Proficiency in Microsoft Office (Excel, Word, Outlook) and database or fleet management systems.
Ability to manage multiple tasks, deadlines, and compliance requirements simultaneously.
Strong communication and coordination skills when working with operations staff and management.
Ability to maintain confidential and sensitive records.
Problem-solving skills and ability to follow established processes and compliance procedures.
Work Environment:
Primarily office-based administrative role.
Frequent interaction with operations staff, management, and fleet personnel.
May involve occasional coordination with maintenance vendors or equipment personnel.